Extension Payroll Coordinator
We are searching for an experienced Extension Payroll Coordinator at our Goldsmith Campus - Westchester campus.
Primary Duties and Responsibilities:
The Extension Payroll Coordinator role is a part-time position (20-25 hours per week) that plays a critical role in supporting and executing various administrative aspects of the Extension department’s operations and communications as they relate to Extension Instructor compensation.
This position can be hybrid or remote, as determined by the Executive Director of Extension and the Directors of Adult and Youth Programming.
Application deadline: The position will remain open until filled. Anticipated job start date is January 12, 2026.
CORE DUTIES and RESPONSIBILITIES:
- Monitor the hours worked of all Extension instructors and models throughout the calendar year for all Extension programming. Alert the Executive Director of Extension and the Directors of Adult and Youth Programming of any anomalies and work to resolve them, in consultation with Extension leadership.
- Create and document budgets for individual classes and programs based on instructor compensation and course schedules.
- Handle all inquiries from Extension instructors and models about all aspects of their compensation. Work with the Executive Director of Extension and the Directors of Adult and Youth Programming on all non-routine matters.
- Prepare a variety of detailed financial reports related to instructor and model compensation.
- Prepare instructor Contracts and Agreements, PAs and honorariums, and other relevant documents, as determined by the Executive Director of Extension and the Directors of Adult and Youth Programming. Collect relevant faculty and administrator signatures and submit documents in a timely manner.
- Leverage Otis College and Extension tools and systems to perform tasks efficiently. Identify and create workflows that serve multiple individuals and offices.
- Plan, organize, and conduct individual and group trainings for Extension instructors on all aspects of their compensation (how to use the electronic time clock system to document time worked, how to understand their paycheck, what work counts as official Otis Extension approved work and what does not, etc.).
- Stay abreast of policies and procedures that affect hiring and employment for Otis faculty, instructors, staff and vendors.
- Process, track, monitor, and collect signatures for various purchases and payments in collaboration with other individuals and offices, including the Business Office.
- Facilitate the hiring/on-boarding process of new Extension instructors into the necessary Otis and Extension systems and protocols
.
- Performs other related duties as assigned.
Required Qualifications:
- Must have at least 3 years of experience in administering payroll systems.
- Must be able to work independently and as part of a team.
- Excellent organizational skills with attention to detail.
- Excellent working knowledge with Google apps (including Docs, Sheets, and Drive); Microsoft Office products (including Excel, Word, Outlook, and Calendar); and Adobe products (including Acrobat PDF).
- Working knowledge of Curriculum Management Systems (such as Modern Campus LLLEE) and time clock management systems (such as TCP).
- Demonstrated experience in working collaboratively and effectively with various constituencies. This will be essential in working across Otis College’s diverse communities.
- Must be able to work efficiently, cooperatively, and collaboratively in a team environment.
- Must have strong interpersonal and communication skills (both verbal and written).
- Demonstrated flexibility and adaptability to a changing work environment.
PREFERRED SKILLS and EXPERIENCE:
- Successful candidate should be a self-starting, hardworking, creative, strategic thinker capable of multi-tasking, working professionally with Otis staff, instructors, and external vendors.
- Be able to provide outstanding customer service skills at all times.
- Facility with policies, procedures, and regulations that impact non-exempt instructors, faculty, life models, fixed rate employees, and outside vendors.
FLSA Status: Non-Exempt
Compensation Type: Hourly Wage
Salary Range: 19.97 - 23.55
Our company provides equal employment opportunities (EEO) to all employees and applicants for employment without regard to race, color, religion, sex, national origin, age, disability or genetics.
